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HomeMy WebLinkAboutCMR- 477-02TO: City of Palo Alto. C ty Manager's Report HONORABLE CITY COUNCIL FROM: DATE: SUBJECT: CITY MANAGER DECEMBER 16, 2002 DEPARTMENT: HUMAN RESOURCES CMR: APPROVAL OF AGREEMENT WITH CHILDREN'S CREATIVE LEARNING CENTERS (CCLC) IN TIlE AMOUNT OF $50,000 FOR BACKUP CHILDCARE SERVICES FOR CITY OF PALO ALTO EMPLOYEES FOR A ONE YEAR TERM RECOMMENDATION Staff recommends that Council approve and authorize the City Manager to execute the attached ageement with Children's Creative Learning Centers (CCLC), in the amount of $50,000 for backup childcare services for a one-year term commencing Januar3, !, 2003. BACKGROUND In 1998, the City Manager created an interdepartmenta! committee, chaired by the Assistant City Manager and comprised of representatives from the Human Resources, Community Services, and Administrative Services Departments, to explore ways the City might address its employee retention and recruitment challenges through the provision of "work/life" benefits, including child care, elder care, and flexible scheduling. The Work/Life Committee identified backup childcare as a worthwhile benefit to improve job satisfaction and performance by providing employees with an alternative when their regular childcare arrangements fall through. Backup childcare could be utilized, for example, when an employee's regular childcare provider is i11, regular childcare center is closed for an in- service day or when his or her work schedule has been changed resulting in a temporary gap in childcare. Employers have found that backup care benefits not only those employees with children who use it, but also their c0-workers whose workload can be adversely impacted by the absenteeism caused by child care problems. It is estimated that every one dollar invested in backup care yields three to four dollars in savings due to improvements in productivity, retention and recruitment. On December 13, 2000, the City Council approved a Resolution to amend the Compensation Plans to include backup childcare as an employee benefit. On December 26, 2000, the C!ty entered into a one-year Participation Agreement with ChildrenFirst. On December 20,2001 the City entered into a second 0he-year agreement for the amount of $53,100 with an option to renew. Since its inception, the backup childcare plan and the services of ChildrenFirst CMR: 44@,~2 , Page: lof 3 were received very favorably by employees and met the objectives of improving morale, productivity, recruitment, retention and commitment.. In 1998~ as part of a development ageement, Palo Alto Medical Foundation ageed to lease to the City of Palo Alto land at the coruer of Channing Avenue and Ramona Street for the purpose of establishing a downtown childcare center. Through a Request for Proposals process, Childrens' Creative Learning Centers (CCLC) was selected to cons~ct and operate the new center at no cost to the City. The new center is scheduled to open on January 2, 2003. DISCUSSION Childrens' Creative Learning Centers has now presented a proposal to the City of Palo Alto offering comprehensive back up care. The proposal includes several advantages in comparison to the previous agreement with ChildrenFirst: Convenient !ocation and more suitable hours The new Downtown center is conveniently located two blocks from City Hall and is open from 7:00 a.m. - 6:30 p.m. These hours are more suitable for employees who work on a 9/80 schedule compared to ChildrenFirst's operating hours which are 8:00 a.m. to 6:00 p.m. Extensive Regional Access CCLC has ten centers between San Jose and Burlingame which City employees would be able to access for back up care affording employees a variety of choices either close to work or close to home. Nearly 50% of all employee children would have a location available to them within 5 miles of their home as we!l as neat work. Cost The fed for Back Up Care for the year 2003 will cost $50,000 compared to the $57,600 fee that ChildrenFirst had proposed. Meals CCLC offers a hot lunch option that can be purchased by parents for an additional charge or parents can bring a lunch for their children. At ChildrenFirst, parents must provide a lunch and there are no options. Visits per year Employees will be eligible for 5 backup care uses per child per calendar year. However, for employees who have a need beyond 5 uses per child in the year, CCLC will offer employees a daily drop-in rate of $50 per day for full-time care and $40 per day for part time care. While ChildrenFirst offered 10 visits per child per year, they did not offer additiona! days, even if the employee was willing to pay for the additional days. CMR: 44-7-~2 , Page: 2of 3 RESOURCE IMPACT CCLC will provide backup care at a cost of $4166.67 per month or $50,000 for calendar year 2003, saving $7,600 compared to the proposed cost by ChildrenFirst. Funding is available in the current and proposed budget in the General Benefits and Insurance Service Fund. POLICY IMPLICATIONS This request does not represent a change in existing policies. ENVIRONMENTAL REVIEW This is not a project under the California Environmental Quality Act (CEQA). ATTACHMENTS Attachment A:Agreement with Children's Creative Learning Center, Inc. PREPARED BY: Sandra T.R. Blanch, Risk and Benefits Manager DEPARTMENT HEAD: Leslie Loomis Director of Human Resources CITY MANAGER APPROVAL: EMILY HARRISON Assistant City Manager Page: 3of 3 Back Up Child Care Services Agreement Between the City of Palo Alto And Childrens' Creative Learning Centers Inc. Effective Date: January 1,2003 WHEREAS, the City of Palo Alto and Childrens' Creative Learning Centers (hereinafter. called Supplier), have entered into a Back Up Child Care Services Agreement, (hereinafter called "Agreement") dated January 1,2003; and WHEREAS, both parties wish to include Scope of Services as described in this Agreement. THEREFORE, for valuable consideration, the adequacy and receipt of which are hereby acknowledged', the parties agree as follows: AGREEMENT 1. Scope of Services - Backup Care 1,1. Supplier will provide Back Up Child Care Services for children of City of Palo Alto employees ("City of Palo Alto Families") for the duration of the contract and reserve full time child care slots specifically for back up care. These slots will be made available to City of Palo Alto families based on the required need. 1,2. Back Up Child Care for City of Palo Alto employees is available at the following locations: Center D'~LC at Las Lomitas Elementary CCLC at Lincoln Elementary School CCLC Los Altos CCLC at Santa Rita Elementary' C~LC at Nixon Elementary -- ..... Primary School Age Location The Downtown Child Care Center-Primary Preschool Location ~bLC at Sandpiper Elerneniary Shores Chiid Care Center C~LC San Jose CCLC Sunnyvale Ages Served 2 1/2 years - 12 Years Address ' 29~ Alameda de las Pulgas Atherton, CA 94027 1801 Devereaux Dr 5 years - 12 years 18 months-~ years 5 years - 12 years 5 years- 12 years 6 Weeks - 6 years B~rlin~ame, CA. 94010 2310 Homestead Road, Ste. E Los Altos, CA 94024 700 Los Altos Ave. Los Altos..~ CA 94022 ........ 1711 Stanford Avenue Stanford, CA 94305 '" 84~ Ramona Avenue Palo Alto, Ca 94065 797 Redwood Shores Pkwy Redwood Shores/Redwood City, CA 9406.51050 Twin Dolphin Drive Rfi.dwood Shores/Redwood City, Ca 94065 521 W. Capital Exwy. San Jose, Ca 94501 794 East Duane Avenue Sunnyvale, Ca 94086 3'~ears - 12 years 6 weeks - 6 years 6 weeks- 8 ye'a'rs 6 weeks - 6 years City of Palo Alto - CCLC Back Up Care Contract 2002 1.2.1. Supplier will provide backup care spaces for City of Palo Alto families, "infant/toddler" spaces will be available for children under two years, '~twos/threes/fours" spaces will be available for children over two years and "school-age" will be available for children ages 5 through I2 years of age. Each City of Palo Alto employee will be eligible for 5 backup care uses per child, per calendar year at no cost to the employee. If the employee exceeds 5 days per child per calendar year and requests backup childcare, the employee will be responsible for paying the Supplier's daily drop-in rate of $50 per day for full time and $40 per day for part time. 1.2.2. Backup Care Fees: Buyer agrees to pay supplier $4166.67 per month, due the first day of the month of service. Neither Buyer nor City of Palo Alto Families shall pay any additional registration or placement fees for utilizing these back up care spaces. Supplier and Buyer will review the demand for backup care from City of Palo Alto Families families on a quarterly basis .and adjust the actual number of spaces accordingly. 1.2.3. Back Up Care Registration Process: Registration forms for the backup care program will be available via the City of Palo Alto Web Pages located on the CCLC website. Supplier will process all backup care registration forms promptly, and will confirm registration within 24 hours. Supplier will also provide Buyer with a monthly summary of employees who have used the backup care program. 1.2.4. Back Up Care Program Reservation Process: City of Palo Alto Families can reserve backup care spaces from 3 months to 24 hours in advance by contacting the Supplier directly. Reservations are accepted on a first come, first serve basis. City of Palo Alto employees can contact the Director of the center the morning of the day care is needed in case of an emergency. 1.2.5. There are no separate or additional fees to Buyer beyond the amounts set forth above for any of the requested Back-Up Care spaces. Back-Up Care will be effective 1-January- 2003 through 31-December-2003. 1.2.6. Parent Events - Employees will have access to the monthly Parents Night Out events held at the centers, this offers parents an opportunity to go to dinner and a movie and typically is between 6:00 - 10:00 p.m. CCLC also will host tours for employees interested in the back-up care program, initially we will offer tours during lunch and also in the evening. 1.2.7. Camp CCLC - Priority enrollment for summer programs for school age children. Note: Back up care allowance does not apply to Camp CCLC. 2. General/Miscellaneous 2.1. Meals 2.1.1. Children of City of Palo Alto Families enrolled with Supplier for back up care will receive a morning and afternoon snack, and a hot lunch option, which can be purchased by parents for an additional charge. 2.2. Supplier Communication Responsibilities 2.2.2. To ensure the Backup programs are effective, Supplier will be responsible for the following communication resources and activities: a. On-Site City of Palo Alto Families employee information visits to occur during lunch and other scheduled times, to be agreed upon between Buyer and Supplier. Supplier will come on-site at a minimum of four times per year to the City offices located at 250 Hamilton Avenue, Palo Alto, Ca. City of Pa!o Alto - CCLC Back Up Care Contract 2002 b.Dedicated City of Palo Alto Families web pages on the Supplier web site to provide a introduction to the center, Buyer tuition rates and a downloadable back-up forms and a dedicated e-mail address for City of Palo Alto Families, Supplier maintains the responsibility for keeping web pages up to date. Dedicated web pages will be approved by City of Palo Alto Families and will be completed prior to program launch date. c.Supplier to create and maintain a Center website to include: a) Center information, including FAQ's, program description, information on staff, enrollment information, etc., b) Center activities to include center calendar of events, c) Parent information resources d. Center tours held at the Supplier's facility to provide opportunities for City of Palo Alto Families to visit the program and meet the staff. Supplier to report data on number of tour requests on a quarterly basis to Buyer. e.Buyer to provide logo image to be placed on Suppliers website to identify the City of Palo Alto Family pages and allow Supplier to refer to City Of Palo Alto Families as a client. 3.3. Hours of Operation 3.3.1. Supplier will operate during the following hours at a minimum: Monday through Friday 7:00 a.m. to 6:00 p.m. Center holidays for the 2002-03 school year will be New Year's Day, Presidents Day, Memorial Day, and Staff Development Days (typically in June and August, not to exceed three days), Independence Day, Labor Day, Thanksgiving Day and the day after, Christmas Day, Week between Christmas and New Years. During the week of Christmas the following programs are available to City of Palo Alto employees: The Downtown Child Care Center (infant-5 years), Stanford at Nixon (5-12 years), Atherton (3-12 years), LOS Altos at Santa Rita Elementary (5-12 years) and Redwood Shores (3-12 years). These centers will be closed on Christmas and the following day, New Years Eve and New Years day. AGREED: CITY OF PALO ALTO Childrens' Creative Learning Centers By: ..... (Printed Name) By: . Fran Durekas (Printed Name) (Title) Founder & Chief Executive ©fficer (Title) (Date)(Date) City of Palo Alto - CCLC Back Up Care Contract 2002